Learn about how we’re using AI tools such as Microsoft Copilot to support our work and what this means for people and organisations we work with. We also share our thoughts on organisations using AI in their work – including funding applications.
As the use of AI expands and evolves, we have been exploring the ways AI tools could improve how we work and our support, alongside the ethics and risks of using them. On this page, we’ve set out some key principles we are using.
Using AI in applications
We recognise that many organisations will also be exploring the use of AI tools in their work, including in drafting funding applications. This is a decision for individual organisations to take and we have no preference.
As a funder, we want to learn about your organisation and what you want to do. The writing style or grammar doesn’t matter to us – we’re interested in what it is you’re trying to achieve and how you’re going to do it. If you do use AI to help you draft your application, please make sure it’s an honest reflection of your work and plans. See our guidance for more information about how to apply, and what we consider when making decisions.
Whilst we may use AI tools to support our funding processes, we do not use it for decision-making. More information about how we’re using AI and the principles we’re working to are below.
Why we’re using AI
- To streamline our processes, freeing up staff time and capacity to improve the quality of our relationships with those we work with.
- To facilitate better communication and collaboration, aiding in the clarity and accuracy of discussions and decisions.
- To improve our accessibility for both our staff and those we work with.
What this looks like in practice
- Notetaking: Staff will be able to use Microsoft Copilot to support notetaking during meetings so they can spend more time listening and talking, and less time writing. This will also help them to be more open and transparent by sharing back summaries and conversations quickly with other people in the meeting.
- Live transcription: We use Otter AI for closed captioning and transcription for online events such as webinars we host to support accessibility. Attendees can see the live captioning during the event and, following the event, staff will review and edit the transcript for accuracy to share along with the recording.
Guiding principles
- Values-aligned: We will only use AI tools in line with our values, supporting us to work more effectively and where it is mutually beneficial for those we work with.
- Transparency and accountability: We will always explain how we plan to use AI and seek consent from all those involved. The use of AI will remain optional rather than the default way of working.
- Sharing of data and accessibility: We will share any documentation such as AI-generated notes and call summaries with all parties involved as soon as possible.
- Human oversight: We recognise that whilst AI can support with notetaking, transcription and content generation, we will be responsible for reviewing and validating content to ensure accuracy.
- Bias and fairness: We will regularly train staff in the effective and ethical use of AI tools as well as review AI tools to ensure that they do not introduce bias.
- Continuous improvement: We will actively seek feedback from those we work with on their experiences of AI tools to inform our practice and improve their effectiveness and inclusivity.
- Knowledge sharing: We will share best practice and lessons learned from using AI tools with others, particularly those we work with, to support their capacity building.
- Environmental and ethical costs: We are conscious of the environmental and ethical costs of AI tools and are open to challenge on our use of them. If you have any concerns or thinking you would like to share with us, please send us an email to: communications@esmeefairbairn.org.uk.
